How to create digital waivers for kids birthday parties

Olivier Rousseau
9 November 2023 2 min read

Organizing a Kids’s birthday party at a gymnastics club, dance studio or swim school is an exercise in logistics.

Making sure all the little guests are accounted for in terms of safety is paramount.

Enter digital waivers, which offer a streamlined, paperless solution that saves time and trees.

Let’s take a closer look at each step of creating a digital waiver to ensure safety and streamline the digital waiver collection process.

In this article, we’ll cover:

Step 1: Create a an online party digital waiver

Designing Your Form: Your digital waiver is the first point of contact between your business and some of the parents invited to the party. It should be intuitive, easy to navigate, and visually appealing. With Activity Messenger, you can:

  • Drag and Drop: Build your form by simply dragging elements into place. No coding required.
  • Brand It: Upload your logo and use your brand colors to maintain consistency and professionalism with our canva integration
  • Custom Layouts: Choose from templates or create your own layout that best fits the information you need to collect.

Step 2: Personalizing Participant Details

Customizing Information Fields: Every party is unique, and so is every child. Customize your form to capture the essence of both:

  • Parent/Guardian Details: Collect contact information, emergency numbers, and any other pertinent details.
  • Child’s Information: Add fields for allergies, medical conditions, or special needs to ensure each child’s safety and comfort.
  • Flexibility: Allow for the addition of multiple children if a parent is bringing siblings along to the party.

Step 3: Adding the terms and conditions

Setting Terms and Conditions: This section is crucial as it protects both your business and the children:

  • Clear Terms: Write terms that are easy to understand to avoid confusion or disputes.
  • Multiple Checkboxes: For different aspects of the waiver, use separate checkboxes. This ensures parents acknowledge each term distinctly.
  • Digital Consent: Make the acceptance of terms a mandatory step before the form can be submitted.
  • Sealing the Deal: The electronic signature is what makes your digital waiver legally binding. Ensure the signature process is straightforward. Parents should be able to sign on any device.

How to share and distribute your party waiver

Effortless Sharing Options: Getting the waiver to the parents should be as easy as the signing process.

  • Multi-Channel Distribution: Whether it’s through SMS, email, or direct links, offer multiple ways for parents to receive and sign the waiver.
  • Embedding: Integrate the waiver form directly on your website for easy access the day of the kids birthday party
  • QR Codes: Place QR codes at convenient locations. This modern touch can impress parents with your commitment to efficiency and innovation and make the process seamless so they can enjoy the party.

Messaging and Communication

Timely Reminders: Ensure that no digital signature of your required waiver is missed with automated reminders:

  • Automated Messaging: Set up automated SMS or email reminders to nudge parents who haven’t signed.
  • List Management: Keep track of who has signed and who hasn’t. Send targeted messages to those on the pending list.
  • Scheduling: Schedule reminders for a day or two before the party, ensuring all waivers are signed in time.

Integration with Your Business Workflow

Seamless Automation: Activity Messenger isn’t just a digital waiver tool; it’s a comprehensive system that can handle multiple aspects of your event:

  • Booking Integration: Sync with your booking system to streamline the entire party process.
  • Marketing Workflows: Automate the entire party booking experience, from initial invitations to follow-up communications.
  • Data Collection: Use the information gathered from waivers for future marketing and communication efforts.

To learn more about our complete birthday party workflow, read this article.


Digital waivers are more than just a formality; they’re a reflection of your brand’s efficiency and your commitment to safety.

For a hands-on demonstration and more insights into making your next event a breeze, book a demo with one of our experts.

Let’s party smarter, not harder!

Written by Olivier Rousseau Olivier is a Sportball Franchise owner who has been operating for over 10 years with locations in Montreal, Quebec city & Ottawa while also coaching business owners as Sports Marketing Consultant.

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